INSIDE INDOOR AND BRITISH ROWING WEBSITE

PRIVACY NOTICE AND COOKIE POLICY

At Inside Indoor and British Rowing we are committed to protecting your personal information. We have published this privacy notice and cookie policy to ensure that you are fully aware of what personal information we collect from you, how we use it, who we share it with and what your rights are. This privacy notice and cookie policy applies to prospective clients and any individuals who visit our website.

Our website uses cookies. Please read this privacy notice and cookie policy carefully as it contains important information about who we are and how we use cookies on our website. This privacy notice and cookie policy relates to your use of our website: https://insideindoor.com

Given the nature of our website, we do not expect to collect the personal data of anyone under 13 years old. If you are aware that any personal data of anyone under 13 years old has been shared with our website, please let us know so that we can delete that data.

This version of our privacy policy is primarily written for adults, including parents and guardians of child users. If you are a child (under 18 years old) you are welcome to read this policy if you find it useful, but we recommend you click on the following link to see the key information in a form written for children: Children's Privacy Notice - British Rowing

WHO ARE WE?

“British Rowing”, "Inside Indoor", “we”, “our” or “us” means [British Rowing Ltd (Company Number 1706271) and British Rowing Events Ltd (Company Number 11146022)], with our registered office at 6 Lower Mall, London, W6 9DJ..

We are the controller of your personal information. This means that we are responsible for deciding how we collect, store and use personal information about you.

If you have any questions about this privacy notice and cookie policy, please contact dpo@britishrowing.org

COOKIES ON OUR WEBSITE

We have set out below what personal information we collect about you using cookies and how we use your personal information. In addition, we have set out our legal basis to use your personal information as we need to tell you this under data protection law.

What are Cookies?

We collect, store and use personal information via cookies when you visit our website. A cookie is a small text file which is placed onto your device (e.g. computer, smartphone or other electronic device) when you use our website. These help us recognise you and your device and store some information about your preferences or past use of the website.

We use cookies on this website to:

• carry out research and statistical analysis to help improve our content, products and services and to help us better understand our users’ requirements;
• target our marketing and advertising campaigns more effectively;
• recognise your device whenever you visit this website; and
• make your online experience more efficient and enjoyable.

Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually.

For further information on cookies generally visit www.aboutcookies.org or www.allaboutcookies.org.

What types of cookies do we use and how long do they last for?

The cookies we place on your device fall into the following categories – please see the table below for which are applicable:

• Strictly necessary cookies – these cookies are required for the operation of our website. They enable core functionality, such as security, network management and accessibility. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work.
• Analytical and performance cookies – these cookies allow us to recognise and count the number of visitors and see how visitors move around our website when they are using it. They help us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily. All information these cookies collect is aggregated and therefore anonymous.
• Functionality cookies – these cookies are used to recognise you when you return to our website. They enable us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region). The information collected by these cookies is anonymous and cannot track your browsing activity on other websites.
• Targeting cookies – these cookies may be set through our site by our advertising partners. They uniquely identify your browser and internet device to build a profile of your interests and show you relevant adverts on other sites. We will use this information to record your visit to our website, the pages you have visited and the links you have followed. If you do not allow these cookies, you will experience less targeted advertising.
• Social media cookies – these cookies are set by a range of social media services that we have added to the site to enable you to share our content with your friends and networks. They are capable of tracking your browser across other sites and building up a profile of our interests. This may impact the content and messages you see on other websites you visit. If you do not allow these cookies you may not be able to use or see these sharing tools.

The cookies we place on your device are stored for the following duration – please see the table below for which are applicable:

• Session cookies – these allow our website to link your actions during a particular browser session. These expire each time you close your browser and do not remain on your device afterwards.
• Persistent cookies – these are stored on your device in between browser sessions. These allow your preferences or actions across our website to be remembered. These will remain on your device until they expire, or you delete them from your cache. Details of their duration are set out below.

Detailed cookie information

The table below provides more information about the cookies we use and why:

[Please note that we have configured Google Analytics to anonymise the data it processes.]

We periodically review the cookies we use and update our cookie table and this website privacy notice and cookie policy accordingly.

Where the table indicates that we use essential cookies, we will use your personal information on the basis that it is in our legitimate interests to do so as essential cookies are necessary for our website to work. Please contact our Company Secretary at dpo@britishrowing.org if you would like further detail about our legitimate interests.

Where we collect information about you from our website using non-essential cookies, we will use your personal information on the basis that you have given us your consent. There is a cookie banner on our homepage which asks for your consent to place cookies on your device.

You can control and/or delete cookies being placed by configuring your browser. For more details, see www.aboutcookies.org or www.allboutcookies.org. You can also delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some services and functionalities may not work or stop working properly.

DOES THIS PRIVACY NOTICE AND COOKIE POLICY COVER WEBSITES YOU LINK TO FROM THIS WEBSITE?

Links within our website to other websites (such as to any third party websites, social media platforms, and websites through our RSS feed and other hyperlinks) are not covered by this privacy notice and cookie policy. You should review the privacy information on those websites to find out how they may use your personal information

Third parties that our website links you to may also use cookies, over which we have no control. The third parties may include, for example, advertising networks and providers of external services such as web traffic analysis services. These third party cookies are likely to be analytical or performance cookies or targeting cookies and will each have their own cookie policy in place that can provide you with further information that explains how they will use cookies.

WHAT PERSONAL INFORMATION DO WE COLLECT ABOUT YOU WHEN YOU CONTACT US, HOW WILL WE USE YOUR PERSONAL INFORMATION AND WHAT IS OUR LEGAL BASIS FOR USING IT?

We collect personal data from you:

• directly, when you enter or send us information, such as when you register with us for any online account, contact us (including via email), send us feedback, purchase products or services via our website, register to receive marketing communications from us (and/or our sponsors and partners) and participate in competitions via our website;
• indirectly, such as your browsing activity while on our website; where we will usually collect information indirectly using the technologies as outlined in the Cookies section above.

The personal data we collect about you depends on the particular activities carried out through our website. We will collect and use the following personal data about you:

• your name, address and contact information, including email address and telephone number (if you choose to provide this) and company details (where applicable);
• information to check and verify your identity (e.g. date of birth);
• your gender (if you choose to give this to us)
• location data (if you choose to give this to us);
• your account details, such as username and log in details;
• your activities on, and use of, our website;
• your marketing preferences for the products/services we may provide to you;
• information about how you use our website and technology systems; and
• your responses to surveys, competitions and promotions.

Under data protection law, we can only use your personal information if we have a proper reason, for example:

• where you have given consent;
• to comply with our legal and regulatory obligations;
• for the performance of a contract with you or to take steps at your request before entering into a contract; or
• for our legitimate interests or those of a third party.

A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How can you contact us’ below).

We have set out below, in table format, a description of the ways we may use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Please contact dpo@britishrowing.org if you would like further detail about our legitimate interests.

OTHER PERSONAL INFORMATION

We may collect, store and use your personal information for the purposes of bringing or defending any legal proceedings or meeting any legal or compliance obligations we have.

Where we use your personal information for the purposes of meeting any legal or compliance obligations, we will do this on the legal basis that it is necessary for compliance with a legal obligation.

Where we use your personal information for the purpose of bringing or defending legal proceedings our legal basis will be that it is in our legitimate interests. Please contact our Company Secretary at dpo@britishrowing.org, if you would like further detail about our legitimate interests.

MARKETING

We may use your personal data to send you updates (by email, text message or post) about our products and services, including exclusive offers, promotions or new products and/or services.

We have a legitimate interest in using your personal data for marketing purposes (please see section above). This means we do not need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.

You have the right to opt out of receiving marketing communications at any time by:

• contacting us at www.insideindoor@britishrowing.org;
• using the ‘unsubscribe’ link in emails; [or updating your marketing preferences on our website.]

We may ask you to confirm or update your marketing preferences if you ask us to provide further products and/or services in the future, or if there are changes in the law, regulation, or the structure of our business.

We will always treat your personal data with the utmost respect and never share it with other organisations outside of the British Rowing group of companies for marketing purposes.

For more information on your right to object at any time to your personal data being used for marketing purposes, see the section, ‘What Rights Do You Have Over Your Personal Information’ below.

WHAT HAPPENS IF YOU DON’T PROVIDE THE PERSONAL INFORMATION WE HAVE ASKED FOR?

If you don’t provide the personal information we need when we ask for it, we may not be able to respond to you or enter into a contract with you. For example, if you do not give us your contact details, we may not be able to answer any queries that you have raised. If you have any concerns about whether you need to provide your personal information, please contact our Company Secretary at dpo@britishrowing.org.

WILL WE USE YOUR PERSONAL INFORMATION FOR AUTOMATED DECISION-MAKING?

We do not use your personal information to make decisions that will have a significant impact on you based solely on automated decision making (i.e. one without human intervention).

WILL WE CHANGE THE WAY WE USE YOUR PERSONAL INFORMATION?

We will only use your personal information for the purposes set out in this privacy notice and cookie policy. We can only change the purposes we use your personal information for, by telling you where we need to use it for another reason and that reason is compatible with those purposes set out in this privacy notice and cookie policy.

If we need to use your personal information for any other purpose, we will notify you and we will explain the legal basis which allows us to use your personal information for this other purpose in a similar way to how we have done it in this privacy notice and cookie policy.

HOW LONG WILL WE KEEP YOUR PERSONAL INFORMATION?

We will not keep your personal information for longer than we need it for the purposes we have explained in this privacy notice. We have outlined our retention periods below.

We will only keep the personal information derived from the cookies for the period specified in the table above.

We will keep your other personal information in our active systems for the length of time you are within the role relevant to our communications with you or for a period of six years, whichever is the longer.

If a dispute arises between us, we will keep your personal information for the purposes of responding to and dealing with this dispute and this may mean that we keep your personal information for longer than as set out above. Please contact our Company Secretary at dpo@britishrowing.org if you would like any further information about our retention periods.

We will ensure that your personal information is securely deleted after the retention periods stated above have expired.

WHO WILL WE SHARE YOUR PERSONAL INFORMATION WITH?

We may share your personal information with trusted third parties from time to time. We do not sell any personal information to any third party so that they can send you their marketing material.

We have set out below the third parties we may share your personal information with. If we do this, we will put in place a contract with them which controls how your personal information may be used and which requires that your personal information is treated in accordance with data protection laws.

• With companies who provide support for our internal IT systems: We use reputable third parties to provide us with our IT systems (including our website) and support for them. They may access your personal information to the extent that they need to in order to provide their services and deal with any issues.
• With a company that we merge with or transfer our business assets to: In the event that we sell all or part of our business, or merge with another company, we may transfer personal information that we have collected as described in this privacy notice and cookie policy, along with our other business assets, to the company that we are selling to or merging with.
• With entities, organisations or individual for legal reasons: We will share your personal information with entities, companies or individuals where this is strictly necessary to comply with any law, rule, regulation, governmental request or legal procedure that is applicable to us.
• With entities, companies or individuals to obtain advice: We will share your personal information with external professional advisors such as lawyers or accountants in order to take advice and for the purposes of legal and tribunal proceedings or enforce the terms of our agreements.
• With website tracking companies: We will share data that we collect from cookies with external website tracking companies in order to obtain the business names for companies that visit our website.

We will only disclose such personal information to any third party as is necessary to enable them to carry out the function or purpose for which it is disclosed. If you would like further information on the third parties we may share your personal information with and our legal basis for sharing your personal information with third parties, please contact our Company Secretary at dpo@britishrowing.org.

WILL WE TRANSFER YOUR PERSONAL INFORMATION OUTSIDE THE UK/EEA?

European Economic Area (“EEA”) countries are all EU Member countries together with Iceland, Liechtenstein and Norway. The United Kingdom (“UK”) is no longer an EEA country but its data protection laws are aligned with those of the EEA countries. At the present time we store your personal information in the UK or in countries within the EEA. We will only transfer your personal information outside the UK and EEA as follows:

• Where our third-party service providers who we share personal information with (as set out above) are based outside the UK and EEA, have support services located outside the UK and EEA or host personal information outside the UK and EEA.

We only transfer your personal information outside the UK and EEA where we have a legal basis for doing so and where we require that your personal information is protected to the same standard as it would be protected in the UK and EEA. We do this by entering into data sharing agreements with the recipients of your personal information based outside the UK and EEA which comply with the EU Commission’s standard clauses or the UK’s international data transfer agreement for the transfer of personal information.

If you would like further details about our transfer of your personal information outside the UK and EEA or details of the safeguards put in place in relation to your personal information please contact our Company Secretary at dpo@britishrowing.org.

HOW DO WE KEEP YOUR PERSONAL INFORMATION SECURE?

We have put in place appropriate security measures to prevent your personal information being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties (see above) who have a business need-to-know.

We have put procedures in place to deal with any suspected data security breach and will notify you, if we have your contact details, and any applicable regulator of a suspected breach where we are legally required to do so.

Our security procedures mean that we may occasionally request proof of identity before we are able to disclose personal information to you.

WHAT RIGHTS DO YOU HAVE OVER YOUR PERSONAL INFORMATION?

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) if you are unhappy about the way your personal information is being used – please refer to the ICO website for further information about this (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO and so, if you are happy to do so, please contact the Company Secretary at dpo@britishrowing.org.

You have a number of other rights over your personal information which are:

• The right to ask us what personal information we have about you and to have a copy of your personal information from us;
• The right to ask us to correct any errors in your personal information;
• The right to object to our legitimate interests, profiling activities and direct marketing communications;
• The right to ask us to provide you with a copy of the personal information you have provided to us, in a structured, commonly used and machine- readable format and the right to transmit that personal information to another entity where: (i) we are using your personal information on the basis of your consent or on the basis that it is necessary to perform a contract with you; and (ii) the use we are making of your personal information if carried out by automated means;
• The right to ask us to delete your personal information where: (i) we don’t need your personal information anymore; (ii) you withdraw your consent to our use of your personal information and we have no other legal basis to keep your personal information; (iii) you have asked us to review and explain our legitimate interests to you and we don’t actually have a valid legitimate interest to do what we are doing; (iv) our use of your personal information is illegal; (v) we have to delete your personal information to comply with our legal obligations;
• The right to ask us to restrict the use that we are making of your personal information where: (i) you don’t think the personal information we have about you is correct so that we can check if it is correct; (ii) what we are doing with your personal information is illegal but you would rather we stop using your personal information rather than delete it; (iii) we don’t need your personal information anymore, but you need us to keep it so that you can exercise any legal rights; and (iv) you have asked us to review and explain our legitimate interests to you, so that we can check whether we actually have a valid legitimate interest to do what we are doing; and
• Where our use of your personal information is based on your consent, the right to withdraw your consent at any time by contacting our Company Secretary at dpo@britishrowing.org.

If you want to access or correct your personal information, request your personal information to be deleted, object to, or restrict the processing of your personal information or request that we transfer a copy of your personal information to another party, please contact our Company Secretary at governance@britishrowing.org.

HOW WILL WE TELL YOU ABOUT CHANGES TO THIS PRIVACY NOTICE AND COOKIE POLICY?

We keep our privacy notice and cookie policy under regular review. Any changes we make to our privacy notice and cookie policy in the future will be posted on our website and if the changes will have a material effect on you or the way we use your personal information, we will bring them to your attention by email where appropriate and where we have your contact details. This privacy notice and cookie policy was last updated on 12/02/2023.

HOW CAN YOU CONTACT US?

If you have any questions about this privacy notice and cookie policy or about the way we use cookies or your personal information, please contact our Company Secretary at dpo@britishrowing.org.